BOARD OF DIRECTORS MAY 17 2018 MINUTES

The Dobson Association, Inc. Board of Directors Open Session Meeting May 17, 2018

Directors present: Ron Ricci Sandra Murray Jeff Brosman Stacy Holmstedt Joan Long Frank Mizner Laurie Moe Gary Smith Louis Thiele

President Vice President Treasurer Secretary Member Member Member Member Member

Staff members present: David L. Jones Executive Director Susan Richards Associate Director of Community Relations I.Call to order: Roll call was performed. With quorum being met, the meeting was called to order

by President Ron Ricci at 7:00 p.m. No directors reported a conflict of interest for tonight’s meeting.

II.Homeowner comments A. George Tihanyi, 2511 S. Playa, raised concerns about a nearby home that had reportedly been having a problem with crime. Tihanyi would like the Dobson HOA to investigate restrictions on how the property is being used.

B. Bob Belisle, 2028 S. Paseo Loma, discussed his and his neighbors’ support of video recording the Dobson HOA’s open meetings. He also suggested a volunteer panel to review the day-to-day operations of the HOA. He wanted to know if the security cameras on HOA property recorded audio, and expressed concern about short-term rental homes in Dobson Ranch.

C. Nate Caine, 1325 W. Keats, addressed wall issues on Alma School Road. He was pleased that a metal cactus had been replaced. He expressed concern about articles that had recently run in the Ranchers’ Roundup newsletter.

D. Steve Sabo, 2522 S. Playa, inquired about the availability of a pontoon boat trailer for rental purposes.

III.Approval of March 15, 2018 Board of Directors Minutes MOTION: Laurie Moe moved to approve the minutes from the March 15, 2018 Board of Directors meeting. Frank Mizner seconded. The motion passed unanimously.

IV.Approval of April 18, 2018 Board Election of Officer Meeting Minutes MOTION: Laurie Moe moved to approve the minutes from the April 18, 2018 Board election of Officer Meeting Minutes. Louis Thiele seconded. The motion passed unanimously.

1

The Dobson Association, Inc. Board of Directors Open Session Meeting May 17, 2018

V.Approval of April 23, 2018 Board of Directors Minutes MOTION: Jeff Brosman moved to approve the minutes from the April 23, 2018 Board of Directors meeting. Joan Long seconded. Laurie Moe raised questions about missing items from the agenda in the minutes and expressed concerns about the recording of other items. Frank Mizner requested that two minor typographic errors be fixed, and that changes be placed as an item on the June agenda. The motion passed unanimously.

VI.President’s Statement/Information/Report Ron Ricci thanked previous board members Susan Powers, George Tihanyi and Bob Radisich, and presented a plaque of appreciation to Tihanyi, who was in attendance. He also presented a plaque of appreciation to Frank Mizner to thank him for his service as president of the Board of Directors.

VII.Director’s Report Executive Director David Jones gave a report and answered questions from the board.

1. Email blast with printable/downloadable agenda: No action at this time 2. Number of full-time employees/Full-time equivalent employees from April 21 full time employees, 25 part-time employees.

3. Report about the election 1. Number of votes cast: 2,296 2. Number of votes disqualified: 0 3. Numbers by options 1. On-line: 722 ballots 2. Phone: 27 ballots 3. Paper ballot: 25 4. Using association computer: Unable to track Homeowner comment status report: To be discussed later in the agenda VIII.Committee Reports a. Budget & Finance Committee: Treasurer Jeffrey Brosman reported on Laguna Shores Tennis Courts discussion in March. There was no April meeting. He gave a highlight report on the HOA’s financial status and said that the organization was in good financial health. Executive Director Jones had a question on tying back free cash flow, which would be addressed in the next month. b. Master Planning Committee: Chair Sandra Murray reported on the May meeting. A heated pool would no longer be under consideration by the committee. The cost and logistics of bathrooms in Laguna Park were still being discussed. A survey polling homeowners about future capital projects would go out with director election ballots in 2019. c. Architectural Committee: Chair Laurie Moe reported that there were 47 submissions by homeowners last month. d. Water Management Committee: Chair Gary Smith gave a report on water ingress/egress and the cost of watering common areas with non-treated water.

Studies still favor using treated water. Smith discussed concerns by members about leaving lake gates open, and litter in the lakes. Staff reported that the HOA received a water flow rebate of $1,695.

2

The Dobson Association, Inc. Board of Directors Open Session Meeting May 17, 2018

e. Marketing Committee: The committee did not meet in May. f. Recreation Committee: The committee did not meet in May, per its summer hiatus. g. Ad Hoc Committee on Policy: The committee did not meet in March. April items would be discussed later on the agenda.

IX.Old Business Motion to approve Joan Long as a member of the Budget and Finance Committee MOTION: Frank Mizner moved to allow Joan Long to serve on the Budget and Finance Committee under a 90-day trial period. Laurie Moe seconded. Motion failed 8-1.

MOTION: Ron Ricci moved to allow Joan Long on the Budget and Finance committee.

Gary Smith seconded. The board discussed having two directors serve on the Budget and Finance committee simultaneously. Joan Long was a member of the committee before joining the Board of Directors. The board debated the merits of committee service vs. checks and balances that the board receives from the committee. Homeowner comments supported keeping Long on the committee. The motion passed 7-2. A roll call vote was requested.

Yea: Ricci, Murray, Brosman, Holmstedt, Long, Smith, Thiele Nay: Mizner, Moe

Separation of Code of Conduct from Conflict of Interest Form MOTION: Sandra Murray moved to approve the standalone Conflict of Interest Certification. Louis Thiele seconded. The board discussed the removal of nondiscrimination language and censure actions from the current version of the standalone Code of Conduct. Homeowners made comments on board conduct. Ron Ricci noted that he would create a separate discipline document. The motion passed 7-2. A roll call vote was requested.

Yea: Ricci, Murray, Brosman, Holmstedt, Long, Smith, Thiele Nay: Mizner, Moe MOTION: Sandra Murray moved to approve the standalone Code of Conduct. Louis Thiele seconded. The board discussed the language of recent policies and members made comments on board conduct. A roll call vote was requested.

Yea: Ricci, Murray, Brosman, Holmstedt, Long, Smith, Thiele Nay: Mizner, Moe

X.New Business A. Dobson Villas Rental Co-Share Request: MOTION: Jeffrey Brosman moved to release Dobson Villas’ Rental co-share funds in the amount of $1,520. Stacy Holmstedt seconded. The motion passed unanimously.

3

The Dobson Association, Inc. Board of Directors Open Session Meeting May 17, 2018

B. Dobson Dolphins Sponsorship Request: MOTION: Jeffrey Brosman moved to approve $750 for sponsorship of the Dobson Dolphins. Laurie Moe seconded. Joan Long asked to raise the amount to $1,000. The request by the Dolphins was for $750 so the amount was approved unanimously.

C. Homeowner Open Session Comments: Tracking, Disposition and Board/Admin Response. MOTION: Ron Ricci moved to approve the homeowner open session comment response tracking template. Jeffrey Brosman seconded. The template would be used to inform the board of the status of responses to homeowner comments at open board meetings. The motion carried 8-1.

D. Board Policy: Motion to ban any audio/video taping of any type without consent of all present. Normal video surveillance and open sessions and executive sessions are governed by Arizona statutes. The board of directors will revisit in June after legal counsel is consulted.

E. Motion: May 2018 Bylaw Changes/ Amended Bylaws. MOTION: Stacy Holmstedt moved that approval of tonight’s bylaw changes require a majority vote of the meeting membership with one tenth of the votes of the membership constituting a quorum before becoming effective; in addition, staff will publish the cost of this special election in the subsequent edition of the Rancher’s Roundup. Frank Mizner seconded. The board debated the need for homeowner input on the May 2018 changes to bylaws and having members vote immediately on them vs. starting with changes passed after January 2019. MOTION: Stacy Holmstedt voted to call the question; Laurie Moe seconded. The motion passed unanimously. A homeowner asked how many bylaw changes were introduced in 2018. The original motion failed 3-6. A roll call vote was requested.

Yea: Holmstedt, Mizner, Moe Nay: Ricci, Murray, Brosman, Long, Smith, Thiele F. MOTION: Laurie Moe moved to postpone the bylaw changes, to be reviewed by members and voted on no later than August 2018. Stacy Holmstedt seconded. Jeffrey Brosman argued that bylaw changes should be voted on immediately. Homeowners and board members commented on the validity of member review of proposed bylaw changes. Ron Ricci suggested evening study sessions with members and review of the bylaws by legal counsel.

The motion passed 5-4. A roll call vote was requested.

1. Yea: Holmstedt, Long, Mizner, Moe, Thiele 2. Nay: Brosman, Murray, Ricci, Smith

4

The Dobson Association, Inc. Board of Directors Open Session Meeting May 17, 2018

G.

Drinking Fountains.

1. MOTION: Jeffrey Brosman moved to replace two drinking fountains at a cost of not to exceed $6,250 from the reserve fund. Laurie Moe seconded. Dave Bang and Associates would be the recommended vendor per the Budget and Finance committee. The motion passed unanimously.

2. MOTION: Jeffrey Brosman moved to construct a new water fountain at one of the association tennis courts in an amount not to exceed $3,125 from the capital improvement fund. Louis Thiele seconded. The motion passed unanimously.

H. Additional Key Fob Purchase. MOTION: Per request from staff, Jeffery Brosman moved to approve the purchase of 2,000 additional key fobs in an amount not to exceed $7,000. Sandra Murray seconded. Staff commented that there is pressure to have more fobs with summer coming. Directors and members discussed key fob replacement life expectancy and costs. The motion carried unanimously.

I. Pool Hours Extension Request. MOTION: Jeffery Brosman moved to not extend the hours for the Los Altos pool in the summer; Stacy Holmstedt seconded. Cost, noise and restroom factors were discussed among directors, members and staff. The motion carried unanimously.

J. Change PTO to Vacation Time. Jeffrey Brosman moved to change PTO to Vacation time in employee time-off policy. Directors debated the appropriateness of PTO vs. “vacation” in policy. Motion passed 6-3. A roll call vote was requested.

Yea: Brosman, Long, Murray, Ricci, Smith, Thiele Nay: Holmstedt, Mizner, Moe Due to the late hour, the Board Agreed to not discuss some items.

XI. Discussion items from the board A. Sandra Murray requested discussion of boat docking on June agenda B. Stacy Holmstedt requested discussion of short-term rentals on the June agenda C. Input on time frame for publishing “Draft” and completed minutes - not discussed D. Dobson Ranch branded benches - not discussed E. Emergency policy rewrite - not discussed F. 2019 assessment rate - not discussed G. Bicycle sharing - not discussed The meeting was adjourned at 10:01 p.m.

5